DELEGATION OF AUTHORITY

transcript

VERSION CONTROL

Date of Approval: 28 November 2018 Approval: Director- General

Current Version: 04

Effective Date: 28 November 2018

DELEGATION OF AUTHORITY

Version 04 –Effective 28 November 2018

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TABLE OF CONTENTS

DEFINITIONS AND ABBREVIATIONS………………………………………………………………………………………….2

STANDARD AUTHORTY CODES………………………………………………………………………………………………...3

A. PURPOSE AND OBJECTIVES…………………………………………………………………………………………………4

B. GUIDING PRINCIPLES………………………………………………………………………………………………………....4

C. GENERAL PROVISIONS………………………………………………………………………………………………………..6

D. DELEGATION OF AUTHORITY MATRIX…………………………………………………………………………………...7

I. PROCUREMENT………………………………………………………………………………………………………….7

II. FINANCE………………………………………………………………………………………………………………...15

III. CORPORATE SERVICES……………………………………………………………………………………………..21

IV. HUMAN RESOURCES…………………………………………………………………………………………………25

V. AUDITING………………………………………………………………………………………………………………..40

VI. BUDGET………………………………………………………………………………………………………………....41

VII. INSTITUTIONAL MATTERS………………………………………………………………………………………...44

VIII. GOVERNANCE, OUTREACH AND COMMUNICATIONS………….……………………………………..........47

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DEFINITIONS

Acting Officer An officer who has officially been designated by the Director-General to assume

management functions for a position that is vacant.

Concerned Country Representative The Country Representative to whose responsibilities the instrument, action or activity

most closely relates.

Concerned Director The Director or Department Head to whose responsibilities the instrument, action or

activity most closely relates.

Concerned Division Head The Division Head to whose responsibilities the instrument or action most closely relates.

Concerned Manager The manager or supervisor to whom the initiator of the instrument, action or activity

directly reports.

Concerned Task Manager The person who is functionally responsible for that activity or action.

Concerned Unit Head The Head of Unit to whose responsibilities the instrument, action or activity most closely

relates.

Officer-in-Charge An officer designated to assume management functions for an encumbered position, when

the incumbent is absent or incapacitated.

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STANDARD AUTHORITY CODES

The standard authority codes used in the Delegation of Authority are as follows:

I Initiate/Originate/Prepare To initiate an action or activity and prepare the relevant instrument supporting documents.

R Recommend/Review To review and make a recommendation on which a decision will be made or an action taken.

C Clear To permit an action or decision to proceed to the next step for approval or signature after ensuring that

all relevant preconditions have been satisfied and that the action or decision is in compliance with

GGGI regulations, rules, policies, processes and procedures.

A Approve To provide the final approval that an action or decision can be undertaken or made following

appropriate consultations.

S Sign To append one’s signature on a document to signify acknowledgement, agreement, approval or

acceptance and consent to be bound.

(i) Informed To be informed of the decision made or action undertaken.

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A. PURPOSE AND OBJECTIVE

The purpose of this Delegation of Authority (“DoA”) is to ensure the efficient operation of GGGI by establishing levels of authority

and/or designate officers who may sign written instruments or take other actions in the name of and on behalf of GGGI.

This DoA also serves to provide a strong foundation for a country-based operations model, while ensuring that the necessary control measures

are in place. Implementation of this DoA will facilitate the effective devolution of activities, transfer of required decision-making powers

and better segregation of duties and responsibilities.

This DoA is a living corporate instrument and is the starting point upon which periodic reviews and continuous improvements will be made

in response to evolving business demands.

In exercising the authority delegated herein, consideration should be given to:

(a) the relevant GGGI Regulations, Rules, Policies, Guidelines and Procedures, as then in effect;

(b) the role of the Management Team, the Procurement Review Committee, Procurement Committees and other committees that may be

established from time to time by the Director-General; and

(c) functional responsibilities within the organization.

B. GUIDING PRINCIPLES

1. All authority delegated herein derives from the authority of the Director-General and is delegated for the effective administration of

GGGI’s operations. The Director-General at all times reserves the right to exercise any of the delegated authority.

2. Subject to paragraph B.1. above, the exercise of authority for all matters shall be in accordance with this DoA and the Delegation of

Authority Matrix (the “DoA Matrix”) attached hereto. All authority not delegated pursuant to the DoA Matrix or paragraph B.10. below

is reserved for the Director-General.

3. The delegation of authority set out in the DoA Matrix is functional and not personal in nature, and shall be exercised in the best interest

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of GGGI.

4. Any authority delegated in the DoA Matrix may be exercised by an officer of a higher function, taking into account paragraph B.9.

below.

5. The delegation of authority to a certain officer does not relieve such officer of the responsibility to obtain the required technical advice

and to carry out the appropriate consultations which would inform the exercise of such authority.

6. Officers with delegated authority are responsible for assuring the following, as applicable:

a. An understanding of what is being approved;

b. The information and supporting documentation is accurate and complete;

c. The transaction or action is allowable, reasonable and justified;

d. The transaction is charged to the correct project(s) / account(s);

e. There are adequate funds to cover the expense; and

f. The funding source is appropriate to the expenditure.

7. An Acting Officer has the delegated authority of the function he or she has been designated to assume.

8. An Officer-in-Charge has the same authority of his or her incumbent.

9. When officers of one or more divisions, departments, units or offices are delegated authority for the purposes of any particular

instrument or action, the authority so conferred should be exercised by the officer to whose responsibilities the instrument or action

most closely relates.

10. This DoA and the DoA Matrix do not preclude the special designation by the Director-General of officers to sign written instruments

or undertake actions in particular cases.

11. Officers may not approve transactions for themselves or their relatives or approve transactions that directly benefit themselves or their

relatives or that in any way create a conflict of interest with the officer’s responsibilities to GGGI. Such transactions must be approved

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by the officer of next higher authority.

12. The same officer may not initiate, review and approve the same action. The same officer may not approve and reconcile the same

expenditure.

13. It is not permitted to divide a contract into two or more contracts to reduce the amounts thereof and thereby change the required level

of authority.

14. Cumulative amount in reference to any contract for acquisition of any goods or works or engagement of any services refers to the

cumulative amount of the contract for the contract period. Where acquisitions of the same or similar type are recurring, the total

cumulative estimated amount for the calendar year shall be used to determine the procurement method, procurement contract type and

procurement contract signatory.

15. Abuse of delegated authority or violation of the provisions of this DoA (including these Guiding Principles) or the relevant underlying

GGGI regulation, rule, policy, guideline or procedure shall constitute misconduct, leading to appropriate disciplinary action.

16. Any action taken or any instrument signed by anyone other than the Director-General or those officers who have delegated authority in

accordance with this DoA and the DoA Matrix, may be declared null and void unless formally ratified by the Director-General or

authorized officer.

C. GENERAL PROVISIONS

1. Each Division Head shall be responsible for the proper implementation of this DoA in their respective division.

2. This DoA and the DoA Matrix may be amended, modified or repealed, in full or in part, by the Director-General. Any such amendment,

modification or repeal shall be evidenced by a writing.

3. The Head of Operations Enabling Division (OED) is responsible for the overall interpretation and consistent application of this

DoA and the DoA Matrix, in consultation with the Head of Legal.

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DELEGATION OF AUTHORITY MATRIX

I. PROCUREMENT (GOODS, WORKS AND CONSULTING FIRMS)1

ACTION

Annual Procurement Plan

1 This Procurement section relates to the procurement of goods, the procurement of works and the procurement of services from any entity other than an individual.

This section does not apply to the engagement of individual consultants, which is covered under Part IV Human Resources. 2 Or, informed to the Chief Financial Officer, depending to whom the function reports

Authority Codes

I Initiate/Originate/Prepare

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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ACTION

Raising purchase requisition3

USD 1,000 or less4 (cumulative amount)

USD 1,001 to USD 10,0005

USD 10,001 to USD 50,000

USD 50,001 to USD 500,000

3 All purchases of ICT hardware, software, and the like in an amount exceeding USD 1,000 must be cleared by ICT Manager prior to purchase. All purchases of

non-ICT goods such as furniture in an amount exceeding USD 1,000 must be cleared by the Facilities Manager. 4 For “Minor Purchase” items as defined in the Procurement Rules, no documentation in the form of procurement request or purchase order needs to be submitted

and acquisition of such services, goods or works may be conducted without using a specific procurement method, however, supporting documents for the acquisition

should be submitted when making a disbursement request. Where Minor Purchases of the same or similar type are recurring, the total cumulative estimated amount

for the calendar year shall be used to determine the procurement method, procurement contract type and procurement contract signatory. As of the date of approval

of this DoA, “Minor Purchase” items are defined as purchases with a value of USD 1,000 or less. 5 Approval by Unit Head/Country Representative for goods and non-consulting services. For consulting services, approval in accordance with 2.3 6 Approved by Chief Financial Officer

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USD 500,001 and above

ACTION

Direct Procurement8

USD 1,000 or less9 (cumulative amount)

USD 1,001 to USD 10,00010

USD 10,001 to USD 50,000

USD 50,001 to USD 500,000

7 Review by Chief Financial Officer 8 Where permitted in accordance with the provisions of the Procurement Rules. 9 Subject to footnote 3 above. 10 Approval by Unit Head/Country Representative for goods and non-consulting services. For consulting services, review/approval in accordance with 3.3 11 Approved by Chief Financial Officer 12 Where no Director, Unit Head to initiate or, where purchase is for Country Office, Country Representative to initiate.

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Approval of direct procurement in cases not

specifically provided for in Procurement Rules13

ACTION

13 To be reported to the Council in accordance with Procurement Rule 3.5(i) periodically. 14 For procurement USD 500,001 and above. 15 For procurement up to USD 500,000.

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ACTION

Contract award decision and signing of contracts,

purchase orders and call-off contracts

(framework agreements)

a. USD 10,000 or less (cumulative amount for

contract period)

b. USD 10,001 to USD 50,000

c. USD 50,001 to USD 500,000

d. USD 500,001 and above

16 Legal to review and clear all contracts deviating in material terms from approved templates

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ACTION

Contract Modifications

Decreased value, no cost modifications and

modifications of a cumulative value of less than or

equal to 20% of initial contract amount. (value

referring to cumulative amended amount for contract

period).

Approval and Signature by the level corresponding to the added

value (non-cumulative) of the contract as modified, as indicated

in section 4 (Contract Award Decisions) above. No-cost

modifications may be approved and signed by Head of

Procurement.

Cumulative value of modifications greater than 20%

of initial contract amount.

Shall be handled, approved as section 3 (Direct Procurement)

above, but may be executed as an amendment to the original

contract with signature authority based on the cumulative value.

Exercising contract options already provided for in

the approved contract (for example, extension of

term or additional quantity)

17 Clearance needed in cases where contract amount or cost changed, not for extensions without financial implications 18 For contracts with cumulative value of USD 10,001 and above.

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ACTION

Waiver of procurement rule or exercise exception

provided for in the Procurement Rules, provided

such waiver or exception does not violate the

Procurement Regulations.

USD 10,000 or less (cumulative amount for contract

period)

USD 10,001 to USD 50,000

USD 50,001 to USD 500,000

Use of credit card or cash payment for General

Expense Claim of USD 10,000 or less

19 Finance Director clearance required only in cases of advance payment without a performance guarantee. 20 Approved by Chief Financial Officer 21 Reviewed by Chief Financial Officer

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ACTION

Cancellation of procurement process

(Cancellation of procurement process to correspond

to the authority to initiate the procurement, as set out

in Part I, section 2)

Contractor Performance Evaluation

Examination of Complaints22

22 Complaint review process to be undertaken in accordance with relevant provisions of the Procurement Rules.

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II. FINANCE

ACTION

Payment Processing23

Payable up to USD 10,000

Payable USD 10,001 to USD 100,000

Payable USD 100,001 to USD 500,000

Payable USD 500,001 and above

23 Approval for limits up to USD 10,000 by Finance Specialist

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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ACTION

Petty Cash24

Establish petty cash fund

Payment of expenditures using petty cash

Determination of limit of petty cash usage

Replenishment of petty cash / Petty cash reimbursement

Corporate Credit Card

Establish and adjust limits on corporate cards (including

determination of eligibility)

24 At the time of approval of this DoA Matrix, petty cash may be used for expenditures incurred in a country office in an amount up to (and less than) USD 1,000.

This amount may be adjusted periodically in line with this DoA Matrix. 25 Approved by Chief Financial Officer 26 For Country Offices or persons based in Country Offices.

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Issuance of corporate cards

3.3 Credit card payments (below USD10,000) A I

ACTION

Foreign Exchange / Currency

Hedging instruments / derivative transactions / risk

mitigation instruments

Investment

Short-term investments

27 Approved by Chief Financial Officer 28 Recommended by Chief Financial Officer

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6. Bank Accounts

Issuing RFP for global banking

Issuing RFP for local (field office) banking

Selection of banks

Opening and closing of bank accounts33

Appointment of signatories

Bank Reconciliation Statements

29 Approved by Chief Financial Officer 30 Approved by Chief Financial Officer 31 Cleared by Chief Financial Officer 32 For bank accounts for Country Offices, the Finance Officer in respective country office to initiate and Finance Officer (HQ) to review; for all others or where no

Finance Officer in country office, Finance Officer (HQ) to initiate. 33 NB that account agreements could subject GGGI to national laws, including adding restrictions on financial transactions/exchange which we should be exempt

from where we have an HCA in place. Legal to be consulted. 34 Cleared by Chief Financial Officer 35 For bank accounts for Country Offices, the Finance Officer in respective country office to initiate and Finance Officer (HQ) to review; for all others or where

no Finance Officer in country office, Finance Officer (HQ) to initiate. 36 Cleared by Chief Financial Offer

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ACTION

Accounting

Journal Entries

New chart of accounts

7.3 Write-offs below $10,000 A37 R I

7.4 Write-offs above $10,000 A C38 R I

7.5 Accounting provisions A39 C I

Reporting

Annual Financial Statement

37 Approved by Chief Financial Officer 38 Cleared by Chief Financial Officer 39 Approved by Chief Financial Officer 40 Cleared by Chief Financial Officer

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8.2 Various finance reports – such as, fixed assets variance,

contributions in arrears, etc.

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III. CORPORATE SERVICES

ACTION D

Servic

Asset Inventory

Asset Inventory Verification (Physical Count) for HQ

Asset Inventory Verification (Physical Count) for other

offices

Write-offs and/or Disposal for USD 10,000 or less for

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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ACTION

1.4 Write-offs and/or Disposal for USD 10,000 or less for

other offices

(i) C A I A

Write-offs for USD 10,001 and above for HQ

Write-offs for USD 10,001 and above for other offices

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ACTION

Mission (Travel) Program/Plan -(Quarterly)

Mission (Travel) Authorization on Purpose & Cost41

Domestic Travel

International Travel

Travel Advance Payment43

5. Travel Claim Processing44

Domestic Travel

41 For staff in the Executive category, the direct supervisor will have approval authority. For the DG, Head of OED has approval authority. 42 In country offices, for this case the Country Representative will be considered Concerned Department Head 43 Finance office will authorize release of funds based on compliance with applicable procedures. 44 For staff in the Executive category, the direct supervisor will have approval authority.

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International Travel

ACTION

Waivers or exceptions from Travel Policy or

Guidelines

USD 1,000 or less

USD 1,001 or above

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IV. HUMAN RESOURCES45

ACTION

Resource Planning

Recruitment Plan (Annual and Quarterly Review)

45 The sections of this Part IV on Resource Planning, Vacancy Management, Management of Personnel/Transfer of Personnel, Job Descriptions, Payroll, Payment

Processing, Leave and other Absences and Performance Evaluation and Training apply equally to all positions held by Staff, as defined in the Staff Rules.

Individual consultants are considered human resources of GGGI and the engagement and use of individual consultants is undertaken and managed by the Human

Resources Services unit under rules prescribed by the Director-General. Accordingly, delegations of authority concerning the engagement, use and management

of individual consultants are contained in part 13 Individual Consultants of this Part IV Human Resources of the DoA Matrix.

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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ACTION

Deviation from Recruitment Plan

Non-executive position

Executive position

Vacancy Management

Requisition (includes job description)

Executive position

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ACTION

Short listing

Executive position (other than DG)

Interview panel composition

Executive position46

Final Selection Decision

46 Determined in accordance with applicable provisions of Staff Regulations and Rules.

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ACTION

Executive position (other than DG)47

Determination of Salary / ICA Holder Fee

Offer letter / appointment letter / contract

Probation assessment

47 Decision made by Selection Committee in accordance with applicable provisions of the Staff Rules. 48 Authorization to submit salary level to Council for approval in accordance with applicable provisions of Staff Rules.

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ACTION

Management of positions/ Transfer of

Personnel

Creation of new positions / Deletion of positions /

Headcount changes

Transfer within a department

Transfer of position within division

Transfer of position between divisions

Job descriptions

49 For transfer between divisions, approval is required from both division heads.

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Establish job descriptions (specific)

Evaluation / re-evaluation of jobs

ACTION

Compensation and Benefits

Compensation framework / salary band

adjustments

Salary increments / ICA Fee increase

50 Job description evaluations done and cleared by the job evaluation committee 51 Job description evaluations done and cleared by the job evaluation committee

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Executive position52

Determination of individual personnel eligibility

to receive allowances (in line with Staff Rules)

Determination of individual personnel eligibility

to receive tax reimbursement (within Staff Rules)

Granting of salary advance (within Staff Rules)

ACTION

Servic

Payroll

Addition to payroll database

Changes to entitlements in payroll database

52 Reserved power of Council.

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Payment Processing (benefits, others and

deductions)

Payroll execution and approval

ERP HR master data (personnel, salaries, ICA

fees, benefits, dependents, etc.)

Adjustments / correction for accounting entries

ACTION

Servic

Leave and other Absences

Normal leave (annual and home)

Special leave in connection with new duty station

53 For personnel assigned to a Country Office, the Concerned Manager is the Country Representative of the assigned duty station.

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Special leave for other reasons (with/without pay)

Compensatory leave

Sick leave

Maternity leave / Paternity leave / Adoption leave

ACTION

Official holidays

Working hours

Performance Evaluation

Preparation and launch of performance evaluation

campaign and mid-year review

Setting performance objectives

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Performance Assessment

ACTION

Training

Determining individual training needs and

proposing corresponding plans and schedules

Corporate Training Plans

Training Requisition

10.3.1

Within approved training plan

54 For personnel assigned to a Country Office, the Concerned Manager is the Country Representative of the assigned duty station. 55 Approval by Head of HR for Corporate Training

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10.3.2

Outside approved training plan

ACTION

Separation from Service

Termination

Acceptance of resignation

11.2.1

11.2.2

Medical / Pension Plan Administration

Approval of medical and non-medical benefit

policies and pension plan terms

56 Approval by Head of HR for Corporate Training

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ACTION

Individual Consultants

Raising request (including job description)

13.1.1

USD 10,000 or less

13.1.2

USD 10,001 to USD 50,000

13.1.3

USD 50,001 to USD 500,000

13.1.4

Direct Engagement57 (cumulative amount)

13.2.1

USD 100,000 or less

57 Where permitted in accordance with the provisions of the Rules Concerning the Procedures for the Engagement of and Use of Individual Consultants.

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13.2.2

USD 100,001 to USD 500,000

13.2.3

ACTION

Approval of Selection, Determination of Fee,58,

Signing of Contracts

13.3.1

USD 10,000 or less

13.3.2

USD 10,001 to USD 50,000

13.3.3

USD 50,001 to 500,000

13.3.4

13.5 Internship

58 HR to establish fee scale for Individual Consultants as provided in the Rules Concerning the Procedures for the Engagement and Use of Individual Consultants.

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13.5.1 Raising request A C I (i)

13.5.2 Approval of selection and contract signing (i) A, S (i)

13.5.3 Internship certificate signing S (i)

ACTION

Contract Modifications / Extensions

13.6.1

No cost amendments and modifications of a

cumulative value of less than or equal to 20% of

initial contract amount.

Approval and Signature by the level corresponding to the cumulative value of the

contract as modified, as indicated in section 13.3 above.

13.6.2 Modifications of a cumulative value greater than

20% of initial contract amount

Shall be handled and approved as Direct Engagement, but may be executed as an

amendment to the original contract with signature authority based on the

cumulative value.

13.6.3

Extension / Renewal of Contract

Extensions and renewals of contracts shall be treated as new engagements and

follow standard processes and procedures in relation to request, selection,

approval and signature.

Contract Management

13.7.1

Contractor Performance Evaluation

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13.7.2 Termination of Contract

13.7.3

Examination of Complaints61

ACTION

Payment Processing – in accordance with

Section II, Finance

Honorarium62 (irrespective of the amount)

59 For contracts with a cumulative value of USD 100,001 and above. 60 For contracts with a cumulative value of USD 100,000 or less. 61 To be handled in accordance with the procedures established in the Rules Concerning the Procedures for the Engagement and Use of Individual Consultants. 62 In accordance with Guideline for External Participation in GGGI-funded Events

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V. AUDITING

ACTION

treach

Annual Risk Assessment

Annual Audit Plan

Internal Audit Reports

Annual OIAI Activity Report

Special Investigations

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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VI. BUDGET

ACTION

Biennium Work Program

and budget (WPB)

preparation

1.1 Biennium Core Envelope

budget (WPB) preparation

A R C R R R R I (i) R R63 (i) R

63 For staffing budget only

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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1.2 Project budget for draw-down

from CORE Envelope Budget

A R C (i) R R C C (i) I (i) (i)

1.3 Project budget for

EARMARKED funding

proposals64

A R C (i) R R C R (i) I C (i)

ACTION D

2. Revised Project Budgets

Revised budget preparation

for CORE funded Projects

Within approved budget limit

(i) 65

64 This is only for the budget provisions on the assumption that the relevant clearances in the other functional areas have been obtained by the designated Project

Manager in accordance with the Project Cycle Management (PCM) guidelines 65 For adequacy and accuracy of provision for staffing costs

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2.1. 2

Above approved budget limit

R C C C C

2.2 Revised Project

EARMARKED budget

preparation67

2.2.1 Within approved budget limit R C C (i)

I (i) C

2.2.2 Above approved budget limit A R R C C R C I (i) C

Revised Envelope budget

Allocation (including draw

down from “Unallocated

funds” and “Corporate

Contingency”)

3.1 Transfers within approved

envelope allocation

A R (i) C C C C (i) (i) C

3.2 Transfers between approved

Envelop allocation

A R (i) R I R I C C

66 Approval of submission to Council. 67 This is for internal GGGI reviews in alignment to Donor agreement prior to submission to the donors

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ACTION

Advances from the Working

Capital Fund69

Monthly Budget Reporting

6. Allocation of staff costs to

another support project for

monthly payroll

(i) (i) C A C C I

68 Finance Director shall mean Chief Financial Officer when the Chief Financial Officer has taken up office 69 Director-General to periodically report to Council advances made from the Working Capital Fund. 70 Reviewed by CFO 71 Reviewed by CFO

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VII. INSTITUTIONAL MATTERS

ACTION

Institutional Arrangements / Financing

Agreements (financing from GGGI)

Contribution / Funding Agreements

(funds coming into GGGI)

72 Review and clearance from Legal required in cases of material deviations from approved templates

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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3. Institutional agreements on

programmatic activities (no financial

undertakings)

AS C R I R C73

Defrayment of Attendance Costs

Arbitration and mediation services

ACTION

Non-Disclosure/Confidentiality

Agreements

Approvals under Guidance on Gift

Acceptance

Establishing management subcommittees

73 Legal review and clearance required only if material deviations approved document templates

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Official communications with members,

prospective members and other parties

relating to legal status, privileges and

immunities of GGGI and related

agreements

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ACTION

Policy

Preparation and revision of regulations relating to

management and administration including, without

limitation, those related to Procurement, Finance,

Corporate Services, HR and Monitoring, Evaluation

and Reporting (M&E)

Preparation and revision of rules relating to

management and administration including, without

limitation, those related to Procurement, Finance,

Corporate Services, HR and M&E

74 Authorization to submit to Council for approval.

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Preparation and revision of guidelines, manuals and

related procedures relating to management and

administration including, without limitation, those

related to Procurement, Finance, Corporate Services,

HR and M&E

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VIII. GOVERNANCE AND OUTREACH AND COMMUNICATIONS

ACTION

tive /

1. Routine communications with current and

prospective members76

75 Project Manager for projects or activities not under a country program. 76 Other than communications relating to legal status, privileges and immunities and related agreements (see Part VII Institutional Matters, section 9).

Authority Codes

R Recommend/Review

C Clear

A Approve

S Sign

(i) To be informed

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2. Assembly and Council decisions and related

correspondence

3. Non-routine communications with current or

prospective members

ACTION

tive /

4. Routine communication with current and

prospective donors

5. Non-routine communications with current or

prospective donors80

6. Routine communication relating to project

operational activities with focal agencies/co-

implementers

77 Concerned Division Heads to review underlying documentation, if any, that relates to their respective areas of responsibility. 78 Director, Governance Clear where document not initiated by Governance 79 Project Manager only for projects or activities not under a country program. 80 Other than communications relating to legal status, privileges and immunities and related agreements (see Part VII Institutional Matters, section 9).

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7. Non-routine communication relating to project

operational activities with focal agencies/co-

implementers

8. Publications and Communications with the

media and press81

(i) (i) I I82 A I,C

9. Annual Report A (i) R R I

10. Work Program portion of Work Program and

Budget (WPB)83

A (i) R R I R

ACTION

Policy

Preparation and revision of governance / outreach

/ communications-related regulations

81 The clearance of the Head of Communications is required for all communications with the media and the press. 82 For communications relating to project operational activities. 83 Budget portion of WPB to be prepared by Finance per Part VI Budget. 84 Authorization to submit to Council for approval.

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/ communications-related rules

/ communications-related guidelines, manuals and

related procedures

DELEGATION OF AUTHORITY

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